Topics:SharePoint Online,SharePoint,SharePoint Blog,SharePoint Workflows
Written by Quentin Russell
SharePoint is a great, highly customizable platform that can help companies accomplish anything they can think of. One of the premiere features is the ability to generate workflows that can automate a lot of your business processes. There are several types of workflows and different ways that you can create them. Today, we want to go over some basic workflows and the steps that you need to follow to create them.
Content:-
- What is a SharePoint Workflow?
- How to Create a Workflow for a List or Library
- How to Create a Simple Approval Workflow in SharePoint
- How to Create an Email Notification Workflow for a SharePoint List
- How to Create an Elevated Permissions Workflow for SharePoint Online
- Conclusion
What is a SharePoint Workflow?
A workflow is a pre-programmed mini-application that allows you to automate a wide range of businesses processes. They provide rules, conditions, and actions for automatic behavior and tasks on lists and libraries that produce some sort of outcome. A workflow runs along a flow chart that checks for various conditions. Depending on how it is programmed it will automatically execute a programmed action depending on the stimulus. For example, you can create a workflow that notifies a person whenever a document needs to be approved. You can do a lot with SharePoint workflows, so let's take a look at some of the things you can do.
How to Create a Workflow for a List or Library
- Find the library you want to create the flow for.
- Find Power Automate under the Automate option in the command bar.
- Click Create a flow.
- Select a flow template from the right-hand panel. You can either choose to use one of the pre-built flows or use one as a base for a custom flow.
- Connect your SharePoint list or library to Power Automate.
- You should be taken to the Power Automate designer. Once here, you should be able to customize your workflow.
- The first action in the flow, or the trigger, determines how your workflow starts. You can add additional actions after the first. These are all dependent on the action before.
- One type of flow performs automatically when an item is added or changed. A second type of flow can be started only after you select an item.
- To start this flow, click the Automate menu in the command bar in SharePoint. The type of trigger you previously selected will determine if the flow is started automatically or manually from the command bar.
- Make sure to add any necessary information or change the default values provided for the template. To modify default values, go to Send Email and then click Edit. The options for the Send Email action include changes to how the email appears to displaying addition fields from the SharePoint item.
- Configure the flow and then click Create Flow.
- After the flow is created, click Done.
This is a general set of instructions for building workflows for any list or library in your SharePoint site. Make sure to follow this whenever you are attempting to build a flow for a list or a library within SharePoint.
How to Create a Simple Approval Workflow in SharePoint
This is a great, simple workflow that lets automates a lot of the approval process and makes it so that people in your organization don't have to play a game of email tag to push a document or file through.
- Open the SharePoint Designer.
- Click File and then Open on your SharePoint site.
- Go to your Task list and check the box Require content approval for submitted items.
- Return to the File tab and click New Item. Choose List workflow. Choose the name and the list of your new approval workflow.
- Click over to the Workflow settings button and then check the necessary boxes in the Start Options section.
- Return to editing your approval workflow. On Step 1 click on Action and then choose Set Workflow variable.
- Click on workflow variable and then choose create new variable. Type the name of the variable and choose its type from the drop-down menu.
- Click on Value and define the workflow look up.
- Add the Condition to this action.
- Define the value of the first hyperlink. For this, choose the Data Source and Field from source from the drop-down menus and click OK.
- Define the value for this second hyperlink and click OK.
- Add the required action to this connection.
- Add Set Content Approval Status action to this current condition. Define the approval status clicking on the status hyperlink and add some comments.
- Click Check for Errors. If there are no mistakes, hit Save and then Publish for your approval workflows.
How to Create an Email Notification Workflow for a SharePoint List
This workflow is great for when multiple people are working on and with a single list. This lets people know when new things are added so that if further action needs to happen with a new item, it can happen ASAP.
- Open SharePoint Designer.
- Open your site.
- Go to Workflows.
- Click on List Workflow and then select your list.
- Add the Send email action.
- A block will be added with a hyperlink saying Email these users.
- Click the hyperlink and configure the Send email action to specific recipients.
- After this, go to Workflow Settings.
- Set up the workflow to start whenever an item is added or created.
- Hit Publish.
How to Create an Elevated Permissions Workflow for SharePoint Online
This workflow is great for automating the processes for handling user requests for additional content or higher level permissions. Before you can build this workflow, you will need to allow a workflow to use add-in permissions on a SharePoint site.
How to Allow a Workflow to Use Add-In Permissions on a SharePoint Site
- Go the the SharePoint site where you want the workflow to run.
- Click on the Settings icon and then open the Site settings page.
- Go to the Site Actions setting and then select Manage site features.
- Locate the feature Workflows can use app permissions and then click Activate.
Now that you've done this, you will have to make it so that your workflow has full control on the site.
How to Grant Full Control Permission to a Workflow
- Select the Settings icon.
- Go to Site settings.
- In Users and Permissions, select Site app permissions (This can only be done by a Site Collection Administrator).
- Copy the client section of the App Identifier.
- Go to the Grant permissions to an app page. You will need to go to the appinv.aspx page of the site.
- Example: https://{hostname}/{site collection}/_layouts/15/appinv.aspx
- Paste the client ID in the App Id field and then click Lookup.
- Paste the following code in the Permission Request XML field to grant full control permission.
- INSERT CODE HERE DINGUS
- Select Create.
- You are then asked to trust the workflow add-in. Click Trust It.
After you've done this, it's time to wrap the workflow actions inside an App Step. This will wrap the Send an Email action inside an App Step.
How to Wrap Actions Inside an App Step
- Open the app catalog site in SharePoint Designer.
- Create a new Custom List on which to run the workflow. In this example, the list name is App Demo.
- Click on Workflows in the navigation window.
- Create a new List Workflow for the App Demo list.
- Insert an App Step.
- Insert Send an Email into the App Step.
- Select the Address button in the To field. Now click Workflow Lookup for a User, then select Add.
- Enter the Created By field as the lookup value.
- Enter Email from the App Demo list in the email message body.
- Select OK to return to the workflow.
- Click on the Workflow Settings icon.
- Clear the check box next to Automatically update the workflow status to the current stage name.
- Click Publish.
Conclusion
As we said previously, SharePoint is an incredibly powerful platform that you can customize to do all sorts of things. Learn how to use these basic workflows to get started automating different process in your SharePoint online site to save time and work more efficiently. If you're interested in learning more advanced SharePoint concepts, make sure to check back on our blog every day for new SharePoint blogs. You can also sign up for our mailing list to get an update every time we post a new SharePoint blog.
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Written by Quentin Russell
Quentin Russell is a Content Specialist with knowledge of Content Marketing and Social Media Marketing.
FAQs
How do I create a simple approval workflow in SharePoint? ›
- Select New step.
- Type approval into the Choose an action search box.
- Select the Start and wait for an approval action.
- Configure the Start and wait for an approval card to suit your needs. Note. The Approval type, Title and Assigned To fields are required.
Manual triggers
Select an item in a list or library that has at least one workflow. Open the Workflows page (ellipsis >More >Workflows), and, under 'Start a New Workflow', click on the workflow you want to start . Create a button that starts the workflow.
- Navigate to a list or library in Microsoft Lists, SharePoint, or to your OneDrive for work or school. ...
- At the top of the list, select Integrate > Power Automate > Create a flow. ...
- Select a flow template from the right-hand panel.
Yes, you can always create a workflow without having SharePoint designer. But without SharePoint designer, you are restricted to use default available templates of Workflows.
What are three types of SharePoint workflows? ›There are five commonly used Workflows that can be set up within SharePoint: Approval Workflows, Status Workflows, Notification Workflows, Automation Workflows, and Custom Workflows.
How do I automate a SharePoint process? ›- Use Alerts in SharePoint to Improve Processes. ...
- Use the Content Approval Feature in SharePoint to Improve Workflows. ...
- Use Built-In SharePoint Workflows. ...
- Build Workflows Using SharePoint Designer. ...
- Use Visual Studio to Build Workflows. ...
- Use Microsoft Flow to Build Workflows.
In the Project Requests list, click or tap Flow, then Create a flow. In the right pane, click or tap Start approval when a new item is added. If you're not already signed in, sign into SharePoint and Outlook, then click or tap Continue. You now see the template for this flow, ready for you to complete.
How do I add a workflow in SharePoint? ›Browse to a list or library where you want to create SharePoint workflow. Select “Library” tab and click “Workflow Settings” on the ribbon. Then select “Add a workflow” from the dropdown menu. You will be redirected to the SharePoint workflow adjustment page.
How do I manually start a workflow? ›- Access the Workflows page for the list item: Click More options ( ), click Advanced, and then click Workflows. ...
- Under Start a New Workflow, click the name of the desired workflow. ...
- Click Start.
- Identify your resources.
- List out the tasks that should be accomplished.
- Find out who is accountable for each step and assign roles.
- Create a workflow diagram to visualize the process.
- Test the workflow you created.
- Train your team on the new workflow.
- Deploy the new workflow.
Are SharePoint workflows going away? ›
As more organizations migrate to the cloud, key services are adapted to improve performance and security. As part of this ongoing evolution, Microsoft will retire SharePoint workflows.
What is workflow in SharePoint online? ›SharePoint workflows are pre-programmed mini-applications that streamline and automate a wide variety of business processes. Workflows can range from collecting signatures, feedback, or approvals for a plan or document, to tracking the current status of a routine procedure.
What is flow in SharePoint online? ›Microsoft Flow is a new workflow tool that enables business users to create automation to receive notifications, synchronize files, and get data between your favorite apps and services, be it on premise or in the cloud.
How do you Create a flow in Microsoft? ›- Sign into Power Automate.
- Select Solutions from the navigation bar.
- Select the solution in which you'll create your flow.
- Select New > Automation > Cloud flow > Automated. ...
- Use the available connectors and triggers to build your flow. ...
- Give your flow a name.
Modern workflows with Power Automate flows
Since the release of classic workflows, SharePoint and Microsoft 365 apps have evolved to provide compelling, flexible and more performant experiences.
Not only is Power Automate going to replace SharePoint Designer workflows, it also integrates seamlessly with Microsoft 365 and Azure Services. So, whether you're using SharePoint 2010 workflows or SharePoint 2013 workflows in your environment, you should start migrating what you can now.
Is there a replacement for SharePoint Designer? ›The best alternative is Adobe Dreamweaver. It's not free, so if you're looking for a free alternative, you could try Bluefish Editor or BlueGriffon. Other great apps like Microsoft Sharepoint Designer are Pinegrow Web Editor, KompoZer, CSSEdit and VisualNEO Web.
What are the 3 basic components of workflow? ›Every workflow is composed of three common elements: a trigger, the work (or a series of tasks), and the result. Below, we walk through each of these elements to help you understand and recognize them in your own flow.
How do I test a SharePoint workflow? ›To test the SharePoint workflow template
Choose the F5 key to build and run the solution. The SharePoint site appears. In the navigation pane in SharePoint, choose the Shared Documents link. In the Shared Documents page, choose the Documents link on the Library Tools tab, and then choose the Upload Document button.
Workflows can be divided into three primary types, based on their complexity. These are sequential, state machine, and rules-driven.
Does SharePoint Online have workflows? ›
SharePoint Online offers you a number of workflows that are ready for consumption: Approval - route documents or items for approval/rejection. Three-State Approval - track issues, tasks, or projects through three states/phases. Feedback - route a document or item to receive feedback on it.
How do workflows work? ›A workflow is a series of steps related to processing data. It is similar to the closely related concept of a business process. However, workflows specifically focus on data and often are driven by documents and reports. Additionally, unlike processes, workflows may not be repeatable (although they often are).
How do I enable workflow in SharePoint online? ›- From the top level site in SharePoint Server, click Settings. , and then click Site settings. ...
- On the Site settings page under Site Collection Administrator, click Site collection features.
- On the Site Collection Features page, search for Workflow. ...
- Close Site Settings when you're done.
Introduction to SharePoint Flows
Power Automate is Microsoft's new tool for creating workflows. Such workflows, or just flows, empower users by automating time consuming processes which requires sending/receiving notifications, collecting data and saving them among various platforms.
Search for, and then select Start and wait for an approval. Select Approve/Reject – First to respond as the approval type. Give the approval request a title, and then assign it to the approver. The approver can even be you!
What is an approval workflow? ›An Approval workflow is a SharePoint feature that routes a document or other item stored in a SharePoint list or library to one or more people for their approval or rejection. The workflow automates, streamlines, and standardizes the whole process.
How many types of forms can be created in a SharePoint workflow? ›Three types of forms are used in SharePoint Foundation workflows: Association and Initialization Forms Association and initialization forms are displayed for users to fill out before any workflow is actually started.
What is custom workflow in SharePoint? ›Workflows not only support existing human work processes but also extend the ways in which people can collaborate and work with documents, lists, and libraries. Site users can start and participate in workflows by using customizable forms that are accessible from the document or item in a SharePoint list or library.
How do you create a team workflow? ›- Sign into Microsoft teams.
- Select Store from the left hand side in Teams.
- Select Workflows in the bottom left hand corner of the screen. ...
- You can select any of the templates to build your flow. ...
- Select Next after all the connections are setup.
Open Microsoft Power Automate page and go to My Flows → New → Automated - from blank. Select the trigger that starts the flow. Search for SharePoint, and you will see all triggers related to SharePoint events. Select 'When an item is created' trigger and click Create.
How do I run a workflow without a GUI? ›
- Execute workflows conditionally.
- Test scenarios for view functinality.
- Event-wait task in Informatica.
- Display employee select SQL query.
- Organize yourselves to run the project (for test manager)
Simply put, Box combines the best of both worlds — content management and workflow automation — into one platform. Box allows content to follow seamlessly across applications and people so that business processes are automated, agile, and secure.
What is workflow example? ›Here's a simple example of a workflow where multiple people are involved: A freelancer creates an invoice and sends it to their client. The client sends the invoice to their finance department. The finance department approves the invoice and processes the payment.
How do I write a workflow plan? ›- Define Current Resources and Processes. ...
- Outline Your Workflow Steps. ...
- Select an Easy-To-Use Online Workflow Tool. ...
- Design a Step by Step Workflow With the Tool. ...
- Test the New Business Workflow. ...
- Train Everyone To Use the New Workflow.
A workflow template is a project management tool that allows you to sketch out steps, resources, timelines, and roles necessary to complete a project. It can be used on any multi-step project, whether it's a business process or design project.
Is Microsoft shutting down SharePoint? ›Therefore, we've made the difficult decision to discontinue the SharePoint Online Public Website feature so that we can focus our efforts and investments on delivering capabilities in Microsoft 365 that will bring more value to our customers.
How do I edit a SharePoint flow? ›- Navigate to the list where you want to edit a flow.
- At the top of the list, from the menu bar, select Automate > Power Automate > See your flows.
- Your browser opens a new tab with the Power Automate website. ...
- For the flow you want to edit, drag your cursor to the right of the flow name, and select.
SharePoint Online Designer is an alternative for designing solutions for different business needs such as online publishing, branding, integrating external sources, creating subsites, and creating workflows because of its numerous capabilities and user-friendly interface.
How do I set up a workflow? ›- Identify your resources.
- List out the tasks that should be accomplished.
- Find out who is accountable for each step and assign roles.
- Create a workflow diagram to visualize the process.
- Test the workflow you created.
- Train your team on the new workflow.
- Deploy the new workflow.
As more organizations migrate to the cloud, key services are adapted to improve performance and security. As part of this ongoing evolution, Microsoft will retire SharePoint workflows.
What is workflow in SharePoint online? ›
SharePoint workflows are pre-programmed mini-applications that streamline and automate a wide variety of business processes. Workflows can range from collecting signatures, feedback, or approvals for a plan or document, to tracking the current status of a routine procedure.
How many types of forms can be created in a SharePoint workflow? ›Three types of forms are used in SharePoint Foundation workflows: Association and Initialization Forms Association and initialization forms are displayed for users to fill out before any workflow is actually started.
What are the 3 basic components of workflow? ›Every workflow is composed of three common elements: a trigger, the work (or a series of tasks), and the result. Below, we walk through each of these elements to help you understand and recognize them in your own flow.
What is an example of a workflow? ›Here's a simple example of a workflow where multiple people are involved: A freelancer creates an invoice and sends it to their client. The client sends the invoice to their finance department. The finance department approves the invoice and processes the payment.
What is a workflow checklist? ›Workflow checklists enable you to complete tasks or processes in a set order achieving the perfect results every time. Automated Workflow. Automate repetitive tasks and business processes. Automations saves time and helps you focus on what matters.
What replaced workflows in SharePoint? ›Modern workflows with Power Automate flows
Since the release of classic workflows, SharePoint and Microsoft 365 apps have evolved to provide compelling, flexible and more performant experiences.
Therefore, we've made the difficult decision to discontinue the SharePoint Online Public Website feature so that we can focus our efforts and investments on delivering capabilities in Microsoft 365 that will bring more value to our customers.
What will replace SharePoint? ›- Confluence. ...
- Huddle. ...
- Glasscubes. ...
- Google Workspace. ...
- Samepage. ...
- 6. Box. ...
- Basecamp.
- Use Alerts in SharePoint to Improve Processes. ...
- Use the Content Approval Feature in SharePoint to Improve Workflows. ...
- Use Built-In SharePoint Workflows. ...
- Build Workflows Using SharePoint Designer. ...
- Use Visual Studio to Build Workflows. ...
- Use Microsoft Flow to Build Workflows.
To test the SharePoint workflow template
Choose the F5 key to build and run the solution. The SharePoint site appears. In the navigation pane in SharePoint, choose the Shared Documents link. In the Shared Documents page, choose the Documents link on the Library Tools tab, and then choose the Upload Document button.
What is a SharePoint workflow task? ›
A task in SharePoint is used to assign work to a person or group and then track the progress of that work over time. There are two workflow actions in SharePoint Designer 2013 designed for working with tasks. These actions are: Assign a task is used to create a SharePoint task and assign it to a single participant.
What are the 2 main versions of SharePoint? ›There are two editions of SharePoint Server: Standard and Enterprise.
How do you create a team workflow? ›- Sign into Microsoft teams.
- Select Store from the left hand side in Teams.
- Select Workflows in the bottom left hand corner of the screen. ...
- You can select any of the templates to build your flow. ...
- Select Next after all the connections are setup.
Automate's pre-built SharePoint actions and drag-and-drop interface automate the management and administration of SharePoint users, sites, libraries, workflows, and lists. Automate provides the capability to automate all SharePoint business and IT processes on a single platform.